Options Tab

Use the Options tab to enter Accounts Payable settings related to vouchers and expense codes.

Contents

Global Accounts Payable Options section

Field	Description
Require Entry of Voucher Numbers	Select Yes to require users who enter accounts payable vouchers in Transaction Entry to enter the voucher number manually. If you select No, the Voucher Number options display on this form. Use these options for the system to generate voucher numbers or to turn on and configure automatic numbering of vouchers (and payments and reference numbers for other transaction types) in the Transaction Auto Numbering section in Settings > Accounting > Transactions. If you have multiple companies, you can turn on automatic numbering by company.
Warning for Duplicate Invoices	Select Yes to have a warning message display in each of these areas of Vantagepoint when a user enters a duplicate invoice number (even if the duplicate's invoice date is different): Transaction Center > Create Voucher from PO Transaction Center > Transaction Entry > AP Disbursements Transaction Center > Transaction Entry > AP Vouchers
Display Voucher Number Leading Zeros	Select No if you do not want leading zeros in a voucher number to display on certain dialog boxes and reports. This may make the voucher numbers easier to read.
Enable Expense Codes	Select Yes if you want to use accounts payable expense codes in Accounts Payable Voucher Transaction Entry and Accounts Payable Disbursement Transaction Entry. Accounts payable expense codes eliminate the need to know whether or not an expense is billable to the client at the time of accounts payable voucher or accounts payable disbursement entry. The general ledger expense account prefills during data entry based on the default expense code set up for a vendor, a project's charge type (regular, overhead, or promotional), and whether or not a project's expenses are designated as billable. When you select Yes, the following items are enabled throughout Vantagepoint: A Default Expense Code field In the Default Voucher Section of the Vendors tab in the Firms hub. An AP Bill by Default section on the Accounting tab of the Projects hub. An Expense Code Overrides menu item in Expense Codes Settings in the desktop application. An Expense Code field in the Transaction Center, for Accounts Payable Disbursements and Accounts Payable Vouchers.
Require Expense Code For	If you select Yes for Enable Expense Codes, select from this drop-down list the expense code requirements for accounts payable voucher and accounts payable disbursement entry in the Transaction Center. Options are: Not Required: You can complete accounts payable voucher and accounts payable disbursement entry without expense codes. If a vendor has a default expense code, it prefills for vouchers and disbursements, but users can delete any prefilled expense code and leave the Expense Code field blank. Regular Projects: You are required to enter expense codes only for projects with a regular charge type. All Projects: You are required to enter expense codes for projects with all charge types (regular, overhead, and promotional). You set the charge type on the Accounting tab of the Projects hub.
Project Level to Determine Paid Status	In Vantagepoint, you must enter receipts against the correct project, phase, or task level. Otherwise, the invoice is not marked as paid. Use this option to specify the WBS level at which you define an invoice as fully paid.

Company-specific section

Field	Description
Voucher Number	The Voucher Number options display if you select No for the Require Entry of Voucher Numbers option. Use these options to determine how the system generates voucher numbers or to turn on and configure automatic numbering by company. System Generated Voucher Number Across Enterprise: Select this option for Vantagepoint to generate the voucher numbers for all companies in your enterprise. Use Transaction Autonumbering to Define Voucher Number: Select this option to configure automatic numbering of vouchers (and payments and reference numbers for other transaction types) in the Transaction Auto Numbering section in Settings > Accounting > Transactions. If you use multiple companies, you can turn on automatic numbering by company and further specify the numbering criteria: Voucher Number Range : Use the range fields to enter the starting and ending numbers for the range of vouchers. Next Voucher Number: Enter the number for the next set of voucher numbers to start with.
Enable Approval Workflow For AP Invoice	Set this option to Yes to use an approval workflow process to approve AP invoices. You must have set up at least one employee before selecting this option. Use the corresponding AP Invoice Approval Workflow drop-down list to select the workflow.